Torchlight procession checklist

A torchlight procession needs more than torches and a route. You need enough time for permits, insurance, traffic control, first aid, volunteer briefings and a second route inspection before people arrive. This checklist puts the work in a useful order, from choosing the date and securing the start and finish points to checking registrations and the weather. It also helps you catch details that are often left until the last day, such as emergency contacts, resident notifications and spare lighting.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Record route and date
2 people
Check permits
Reserve the start and finish locations
Check insurance
Draft invitations
2 people
Send invitations
2 people
Open the registration form
Recruit volunteers
2 people
Schedule traffic stewards
2 people
Arrange first aid staffing
Check the entire route
3 people
Note Risks Along the Route
2 people
Inform nearby residents
2 people
Make route map
Order torches and safety equipment
Process registrations
2 people
Collect dietary requirements
Send volunteer instructions
Set start and finish points
2 people
Develop the traffic plan
2 people
Compile emergency numbers
Check the weather forecast
Re-inspect route
3 people
Set up aid stations
2 people
Update participant list
2 people
Prepare route signs
2 people
Sort wristbands and numbers
2 people
Sort volunteer vests
Count torches
2 people
Store torches in a dry place
2 people
Do the shopping
3 people
Prepare catering
3 people
Assemble starter packs
4 people
Charge communication devices
2 people
Check the final weather forecast
Make the starting area clean and safe
3 people
Clean and secure the final venue
3 people
Build party tents
4 people
Set up tables and chairs
4 people
Hang lighting
3 people
Set up the registration table
2 people
Set up the catering table
3 people
Put up route signs
4 people
Set up aid stations
3 people

Event

Register volunteers
2 people
Brief volunteers
3 people
Register participants
4 people
Hand out wristbands
2 people
Distribute torches
4 people
Give safety instructions
2 people
Serve drinks and snacks
4 people
Refill drinks
2 people
Check toilets
Guide the front runners to the starting position
2 people
Start the torchlight procession
3 people
Secure intersections
6 people
Guide participants along the route
8 people
Guide those staying behind
2 people
Hand out water and hot drinks
3 people
Safely welcome at the finish
4 people
Extinguish lit torches
4 people
Collect torch remains
3 people
See off the last participants
2 people

Aftercare

Remove route signs
4 people
Collect litter along the route
5 people
Take down tables and chairs
4 people
Take down party tents
4 people
Wash dishes and supplies
3 people
Clean the start and finish locations
4 people
Dispose of waste
2 people
Inventory materials
2 people
Return borrowed materials
2 people
Check the route for leftover trash
2 people
Record damage and lost property
Thank participants

What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 24
High tablesqty 4
Tableclothsqty 8

Lighting

LED light stringsqty 6
Battery lanternsqty 8
Spare batteriesqty 24

Equipment

Walkie-talkiesqty 10
Megaphone
Phone chargersqty 4

Safety

Torchesqty 180
Torch holdersqty 180
Lightersqty 20
Metal fire binsqty 8
Bucketsqty 12
Fire blanketsqty 4
Fire extinguishersqty 4
First aid kitsqty 2
Safety helmetsqty 4
Reflective vestsqty 30
Work glovesqty 20
Crowd control barriersqty 12
Traffic conesqty 24
Flashlightsqty 12

Route signage

Route signsqty 20
Directional signsqty 16
Plate standsqty 20
Conesqty 30
Cable tiesqty 200
Duct tapeqty 6
Ropeqty 4

Registration

Registration desk sign
Registration formsqty 220
Ballpoint pensqty 30
Wristbandsqty 220
Number stickersqty 220
Route mapsqty 220
Information boardsqty 6

Tableware

Reusable cupsqty 250
Mugsqty 120
Platesqty 220
Cutlery setsqty 220
Serving traysqty 8

Kitchen

Kettlesqty 3
Thermos flasksqty 8
Coolersqty 6
Cutting boardsqty 4
Bread knivesqty 4
Serving tongsqty 8
Thermal glovesqty 4

Cleaning

Waste binsqty 10
Dustpan and brushqty 4
Cleaning bucketsqty 4
Mopsqty 4
Hand broomsqty 4

Catering

Groceries

Tips

Start planning at least 8–12 weeks before the procession. Confirm the date, route, permits, insurance and start and finish locations before sending invitations.
Inspect the full route twice: once during planning and again shortly before the event. Record hazards, dark sections, crossings and places where barriers, cones or route signs are needed.
Set volunteer numbers by role rather than recruiting a general pool. Schedule traffic stewards, first aid staff and route marshals, then send written instructions before the event day.
Prepare for torch problems, not just torch distribution. Keep spare batteries, lighters, buckets, fire blankets and extinguishers at agreed points, with fire bins where used torches can be placed safely.
Close the final admin loop 24–48 hours before starting. Update the participant list, review dietary requirements, check the forecast, confirm emergency numbers and re-inspect the route.

Frequently asked questions

How far in advance should I organise a torchlight procession?: Allow at least 8–12 weeks for a small or medium procession. This gives you time to check permits and insurance, reserve locations, recruit volunteers, notify residents and order torches and safety equipment.
What safety equipment is needed for a torchlight procession?: Plan for torches and holders, lighters, metal fire bins, buckets, fire blankets, fire extinguishers and first aid kits. Also provide reflective vests, work gloves, helmets where required, flashlights and barriers or cones for route control.
How many volunteers do I need for a torchlight procession?: The number depends on attendance and route complexity, but assign separate people to traffic control, first aid, route supervision, registration and fire safety. Finalise the rota at least 1 week before the procession and give every volunteer written instructions.
When should I check the route for a torchlight procession?: Check the entire route during the planning stage and again 24–48 hours before the procession. The second inspection should confirm lighting, signs, crossings, hazards, barriers, aid stations and any changes caused by weather or road works.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.